Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 2 Budget Records

 

 

ANNUAL BUDGET REPORTS (Item 2-2)

Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment.

RETENTION

Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

BLOCK GRANT MONTHLY REPORTS (Item 2-3)

Monthly reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

BLOCK GRANT YEARLY REPORTS (Item 2-4)

Annual reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

RETENTION

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

BUDGET APPORTIONMENT FILES (Item 2-5)

Apportionment and reapportionment schedules, proposing monthly obligations under each authorized appropriation.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 10/01)

 

BUDGET BACKGROUND RECORDS (Item 2-6)

Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 07/90)

 

BUDGET ESTIMATES AND JUSTIFICATION FILES (Item 2-7)

Copies of budget estimates and justification prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:UCA_63G-2-301_(1)(b)_(2008).

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 10/01)

 

BUDGET POLICY FILES (Item 2-8)

Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.

RETENTION

Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

GRANT CASE FILES (Item 2-9)

Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional state and federal retention requirements, please contact the State Archives to schedule a specific retention.

RETENTION

Retain by agency for 3 years after grant has expired and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

GRANT CONTROL FILES (Item 2-10)

Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.

RETENTION

Retain by agency until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

 

PERIODIC BUDGET REPORTS (Item 2-11)

Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports.

RETENTION

Retain by agency for 3 years after the close of the fiscal year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)